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HomeMy WebLinkAbout2021-08-11 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 8/11/2021 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Hasan, Chairman; Scott, Vice Chairman; B. Williams, member. Absent: Hon. Frantom, member. ADMINISTRATIVE SERVICES 1. Motion to approve the Administrator’s proposed framework for administering the Augusta Rescue Plan (funded by the federal American Rescue Plan), and implementation of Public Safety Pay, Premium Pay, and Vaccination Incentives as presented. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the Administrator's proposed framework for administering the Augusta Rescue Plan (funded by the federal American Rescue Plan), $1.5 million for vaccination incentives (vaccinations for 10,000 with $100 per person for full dosage) and $500,000 for salaries, potential locations for City partners to provide outreach for education and vaccinations, and other reasonable activities and expenses for vaccine Commissioner Francine Scott Commissioner Bobby Williams Passes incentive implementation. The request also includes pre-authorization to implement revenue recovery, Public Safety and premium pay provisions within the law to provide one-time pay supplements for public safety and one-time salary adjustment of up to $15.00 per hour minimum and 2% increases to address compression with funding from the ARP of approximately $6.6 million in FY21 and $5.6 million in FY22, pending the issuance and concurrence of allowable expenditures with the ARP final rules by the US Treasury Department. Motion Passes 3-0. 2. Motion to approve the minutes of the Administrative Services Committee held on July 27, 2021. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Bobby Williams Commissioner Francine Scott Passes 3. Receive as information notification of 2022 Proposed City Holidays. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Passes Motion to approve. Motion Passes 3-0. Commissioner Bobby Williams Commissioner Francine Scott 4. Motion approve a new position of Open Records Officer (working title Transparency Officer) at a pay grade 25 funded by vacancy savings in the Office of the City Administrator. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Bobby Williams Commissioner Francine Scott Passes 5. Motion to reclassify one position of Administrative Assistant 1 to Public Information Assistant. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 3-0. Commissioner Bobby Williams Commissioner Francine Scott Passes www.augustaga.gov Administrative Services Committee Meeting 8/11/2021 1:15 PM Attendance 8/10/21 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AUGUSTA RECOVERY PLAN (ARP) $350,000,000,000 AMERICAN RECOVERY PLAN •$82,348,868 Augusta-Richmond County •$116,000,000 Richmond County Schools •$2,500,000 Paine College •$447,000,000 PPE Loans •$6,095,961 ERA 1 •$7,114,012 ERA 2 •HUD HOME $3,483,201 •AIRPORT $4,127,473 •CONCESSIONS $283,134 2 A ONCE IN A GENERATION INVESTMENT Public Health Emergency Begins January 27, 2020 Ø Covered Period March 3, 2021 Ø Eligible ARP expenditures incurred/obligated by December 2024 Ø Period of performance ends December 2026 3 A ONCE IN A GENERATION INVESTMENT Public Comment Ends 7/16/2021 •Final Rule expected within 45 days Interim Report (Cities & Counties) •Consolidated Governments (2 Reports) •Due August 31, 2021 (spending through 7/31/21) Project Expenditure Report •Due October 31, 2021 •Awardees above $5 million report quarterly •Awards, Sub-awards, project information Recovery Plan Performance Report Ø Required for populations above 250,000 Ø Augusta, GA exempt* 4 INTERIM FINAL RULE ALLOWABLE EXPENSE CATEGORIES üSupport Public Health Response üReplace Public Sector Revenue Loss üWater & Sewer Infrastructure üAddress Negative Economic Impacts üPremium Pay for Essential Workers üBroadband Infrastructure 5 Funds may be used to cover the cost of consultants Can be used to establish public jobs programs Revenue Recovery (clarifications) Broadband to Unserved/Underserved ü Broadband infrastructure that brings reliability of o 25MPS download speed o 3MBS of upload speed Investments in Outdoor Spaces ü Qualified Census Tracts ü Services for stronger neighborhoods and communities ü Parks & Recreation 6 ARP ELIGIBLE USES (FAQs) •Expedite court case backlog •Assistance for small business startups •Respond to increased violence and crime •Assistance to households & businesses •Pre-project development of water, sewer, broadband •Public health response ü Vaccination programs ü Medical Expenses ü Testing, contact tracing, PPE ü Capital improvements in public facilities to meet pandemic operational needs* 7 ARP ELIGIBLE USES (FAQs) LOCAL ARP ALLOCATIONS REGIONAL ARP ALLOCATIONS •Columbia County $30,439,857 •Burke County $4,347,635.00 •North Augusta, SC $11,000,000* •Aiken County, SC $33,200,000 Note: North Augusta figures based on recent news reporting. ARP documents identify $4,300,000. 9 ACCG 10 County Responses as of 7/2/2021:45 Counties NOT Offering Premium Pay:18 Counties Still Developing Plans /UNDECIDED :13 Counties with Premium Pay UNDER CONSIDERATION: •3 counties are considering giving one-time payments ranging from $100 -5000 (varies by county whether it is a set amount for all; a set amount for full time vs. part time; a higher amount for public safety; etc.) •7 counties with premium pay under consideration have not identified their funding levels or finalized their plans at this time 10 Counties who HAVE PAID or PLAN TO PAY Premium Pay •3 counties are giving one-time payments ranging from $1000 -$2000 (varies by county whether it is a set amount for all; a set amount for full time vs. part time; a higher amount for public safety; etc.) •1 county is paying premium pay for hours worked consistent with the Federal statutory and regulatory caps and maximum payables 4 11 DeKalb Commission Approves Bonuses for Public Safety Personnel DeKalb County public safety personnel will soon get a $3,000 bonus. The county commission approved Tuesday the one-time “protect and serve retention bonuses” previously proposed by CEO Michael Thurmond. The roughly 2,300 qualifying employees include police officers, firefighters, sheriff’s deputies, E-911 employees, probation officers and investigators with the medical examiner and district attorney’s offices. The $6.2 million initiative is being funded primarily by federal American Rescue Plan funds. DeKalb County received a total of about $74 million from the American Rescue Plan, the pandemic-related stimulus package that President Joe Biden signed into law in April. It will receive a second installment of the same amount next year. GEORGIA VACCINE OUTREACH (SUMMARY) •The city of Bogart tailored their outdoor city hall sign to raise vaccine awareness.•In addition to using the “It’s Worth a Shot” campaign assets the city of Cedartown partnered with the city of Rockmart, Polk County and Floyd Medical Center to hold a vaccine clinic at Polk Medical Center campus.•The city of Cairo printed more than 4,300 “It’s Worth a Shot” PSAs in English and Spanish and distributed them throughout the schools for students to share with their parents.•Leaders in the city of Smyrna created their own vaccine awareness campaign titled, “Give it a Shot Smyrna.” The city also hosted mobile vaccine opportunities and utilized their fire department to distribute more than 1,000 vaccines.•The cities of Doraville and Dunwoody partnered with the Latino Community Fund and We Love BuHi to offer vaccine clinics for non-English-speaking residents. The Doraville City Council also authorized $26,000 in vaccine-related outreach to Spanish-speaking residents. While the city of Dunwoody documented (via a behind-the-scenes video) Mayor Lynn Deutsch getting her vaccine to encourage the community.•The city of Valdosta engaged the local media to share more about their efforts to encourage city-wide vaccinations and their involvement in GMA’s “It’s Worth a Shot” campaign.•The city of Commerce also instituted a health rewards program, which allowed staff to earn points from getting vaccinated.•The city of Moultrie's community outreach event in March safely hosted local doctors who were trusted by the city's minority population. COVID-19 VACCINE OUTREACH BEST PRACTICES 13 14 ARP SMALL BUSINESS INITIATIVES BEST PRACTICES 15 16 CITY OF BALTIMORE’S BOOST PROGRAM Downtown Partnership of Baltimore’s BOOST program launched an initiative that will provide local Black-owned businesses technical assistance and $50,000 financial support to activate empty storefronts downtown. Providing this "boost" is an example of types of innovative ways communities may foster growth in local communities as a part of the ARP. Mayor Scott Establishes the Mayor’s Office of Recovery Programs to Manage Historic American Rescue Plan Investment Mayor Brandon M. Scott is establishing the office that will manage a historic $640 million in investment to Baltimore City through the American Rescue Plan Act (ARPA) and appointing the leadership team that will lead that office. The Mayor’s Office of Recovery Programs will be responsible for administering all aspects of ARPA funding and regularly reporting to the federal government, as well as the public. Shamiah T. Kerney will direct the Mayor’s Office of Recovery Programs as Chief Recovery Officer. Aaron M. Moore will serve as Deputy Director. Elizabeth Tatum will serve as Project Manager. “Putting Baltimoreans back to work, investing in neighborhoods that have historically been left behind, funding community-based violence reduction initiatives, and closing the digital divide are top priorities as we develop a plan that maximizes the impact of ARPA dollars,” said Mayor Brandon M. Scott.“I am committed to a transparent process, and this leadership team at the Mayor’s Office of Recovery Programs will be a key partner in ensuring accountability and an equitable distribution of this federal investment.” 18 Fulton County invested a total of $10 million in two minority-owned financial institutions —Loyal Trust Bank and Unity National Bank. The deposits were made at a ceremony hosted by Chairman Robb Pitts, who sponsored the resolution prompting the move, where he presented representatives of the banks with celebratory jumbo checks for $5 million each. “This is a major issue for me and the rest of Fulton County. I’m thrilled to be here today with these big checks and an even bigger commitment to helping minority owned banks thrive,” Pitts said in a statement. “Minority-owned banks are a cornerstone of Fulton County and today’s deposits show we are serious about investing in these institutions.” Pitts and representatives from the banks highlighted the community impact the deposits in these banks will have. “This isn’t just about $5 million —this is an effort spearheaded by Chairman Pitts to recapitalize minority owned businesses,” George Andrews from Unity National Bank said in a statement. “The expectation is that we will reinvest this money in the community,” Rose Jarboe, the chairwoman of Loyal Trust Bank, added. “We really want to work on small business loans and getting those started.” ARP CLEAN WATER PROJECT BEST PRACTICES 20 CALIFORNIA UTILITY PROGRAM The state’s eviction moratorium expires June 30, raising the stakes for Newsom’s new rent relief proposal. Half of the $5.2 billion he announced today was already allocated to rent relief in January, and has been slowly rolling out to landlords and tenants as part of the COVID-19 Tenant Relief Act. The second half of funds will also come from the federal government, according to the state Department of Finance. The first set of funds came with a series of stipulations laid out by state law, including that the money would cover 80% of back rent, and landlords would forgive the remaining 20%. If the landlord opted out of the program, tenants would then be eligible for only a quarter of back rent. In previous reporting, CalMatters found the program left out many renters who took out loans through credit cards, friends or other lenders. The funds were also allocated by raw population size, rather than the population of low-income renters as advocates had hoped, leaving cities with a high proportion of renters like Los Angeles with insufficient funds. Who will qualify for the additional $2.6 billion in rent relief and how they’ll get it under Newsom’s proposal is still up in the air. Newsom suggested the new plan will do away with the 80% deal, opting instead to reimburse tenants for 100% of the back rent they owe. Newsom’s proposal to dedicate $2 billion to help pay back utility bills follows CalMatters’ reporting that at least 1.6 million households had water debt that totalled $1 billion and state estimatesthat Californians owe another $1 billion in late gas and electricity payments. For the record, this story has been updated to clarify that the $75,000 income threshold is per household, not tax filer, according to the Department of Finance. AUGUSTA PRIORITIES (SAMPLE LIST) 21 STRATEGIC PRIORITY PURPOSE COST BLIGHT MITIGATION Mitigate negative impact of growing blighted areas countywide as a result of global health emergency TBD BASIC SERVICES Provide excellent/outstanding service to our residents and other stakeholders by increasing accessibility to services , providing access to public spaces, expanding 311 and other outreach and transparency efforts. Includes the development of a unified call center. TBD WATER/SEWER Ensure Augustans have access to clean drinking water, infrastructure without defects, accurate billing and reasonable costs for service TBD ENVIRONMENT Ensure all Augusta environmental resources, major equipment and infrastructure are efficient and sustainable for long-term viability. Offset costs related to Green Augusta implementation, TRANE facility initiative. TBD AUGUSTA PRIORITIES (SAMPLE LIST) 22 STRATEGIC PRIORITY PURPOSE COST INFORMATION TECHNOLOGY Ensure the safety, reliability, and support of public sector technology needs TBD UTILITY ASSISTANCE Provide relief to Augustans negatively impacted by the pandemic who are past due on utility bills. TBD WATER/SEWER Update existing metering technology to ensure appropriate billing, water flow, and service delivery to Augusta residents TBD PUBLIC SECTOR JOBS PROGRAM Provide opportunities for unemployed or underemployed Augustans to receive training and employment for hard to fill positions. * LEAP Program TBD AUGUSTA PRIORITIES (SAMPLE LIST) 23 STRATEGIC PRIORITY PURPOSE COST SUPPORT FOR PUBLIC SPACES Mitigate negative impact of growing blighted areas countywide as a result of global health emergency. Issues to be mitigated include illegal dumping, blighted properties, 1 TBD ESSENTIAL WORKER SUPPORT Provide support to essential workers delivering services during the pandemic via childcare support, premium pay, mental health supports, and other allowable expenditures. TBD VIOLENCE REDUCTION/PUBLIC SAFETY TRANSPARENCY Ensure transparency in the enforcement of pandemic activities in support of code enforcement and other lawful activities. Includes the implementation of body camera deployment (Marshal’s Office) and other technology activations. TBD PUBLIC AWARENESS & OUTREACH Ensure all Augustans have access to information related to the governments efforts to mitigate the impact of the pandemic. Initiatives and outreach focuses include (but are not limited to) vaccination incentives, government activities, public health data, and opportunities for service TBD SAMPLE ARP PROJECT LIST 24 PROJECTS RECOMMENDATION (ILLUSTRATION ONLY) TRAVIS/BOYKIN ROAD (WATER)* ARC CLEAN COUNTY (ARC, DDA, KEEP AUGUSTA BEAUTIFUL) AFFORDABLE HOUSING/BLIGHT MITIGATION SMALL BUSINESS INCUBATOR & RESOURCE CENTER (3 YEAR PROJECTION) PREMIUM PAY (LOW & MODERATE WORKER) CORPORATE PARK WATERLINE EXPANSION YOUTH PROGRAMMING/VIOLENCE REDUCTION UTILITY RELIEF* SAMPLE ARP PROJECT LIST 25 PROJECTS RECOMMENDATION (ILLUSTRATION ONLY) DRAINAGE (WILKINSON GARDEN/ NATIONAL HILLS) STREETLIGHT* SMALL BUSINESS GRANT PROGRAM (EXPANSION) CVB REVENUE REPLACEMENT PUBLIC WI-FI (ALL PUBLIC FACILITES/PARKS) BROADBAND INFRASTRUCTURE BUSINESS RETENTION, EXPANSION & ATTRACTION (AEDA/DDA) METER REPLACEMENT EMA OPERATIONS CENTER SAMPLE ARP PROJECT LIST 26 PROJECTS RECOMMENDATION (ILLUSTRATION ONLY) PREMIUM PAY PUBLIC SAFETY BONUSES VACCINATION POGRAM OFFICE OF RECOVERY PROGRAMS STAFF AUGMENTATION* AUGUSTA RECOVERY PLAN CITY/COUNTY PROJECTS & INITIATIVES •Establish slate of projects deemed beneficial, necessary, & appropriate •Projects would be presented to the Commission for approval •The slate of projects/investments included in the preliminary Augusta Recovery Plan (ARP) •TOTAL FUNDED = TBD 28 AUGUSTA RECOVERY COMMITTEE (ARC) •Establish Augusta Recovery Committee (ARC) to work with city staff to review potential projects •Projects would be scored according to standardized evaluation criteria •ARC will recommend slate of projects/investments for inclusion in the preliminary Augusta Recovery Plan (ARP) •TOTAL FUNDED = TBD 29 30 EVALUATION CRITERIA (SAMPLE) CRITERIA Does the project address the negative impact of COVID-19? Does the project respond to the public health emergency with respect to COVID-19? If neither criterion above is not met, then project must be funded from lost revenue due to COVID-19? Can the project be completed by 12/31/2026? Does the project advance a stated strategic priority? List priority and objective above. Does the project reduce future City operating costs, protect a significant City asset, or reduce a significant future liability?Provide explanation on separate page. Does the project address a racial, economic, or social inequity? Does the project advance inclusion? Provide explanation on separate page. Does the project have a positive ROI, benefit-cost, or social impact return? Provide explanation on separate page. Does the project complement other investments or approved plans creating synergy? Provide explanation on separate page. Does the project leverage other external resources? Provide explanation on separate page. Does the project have a community partner who is able to bring resources to the table? Other Criteria Does the project have any on-going operating/legacy costs? Include amount. Are there other considerations that impact the project ranking? 31 DRAFT TIMELINE FOR EXTERNAL PROJECTS Task Due Date Develop project application and instructions Appoint ARC Solicit for potential projects Completed applications due Score projects ARC meet to review projects (#1) ARC meet to review projects (#2) ARC recommends slate of projects Develop preliminary ARP Community meetings to share plan (3) ARP is shared widely across the County ARP submitted to Commission for approval AUGUSTA COMMISSION SPECIAL PROJECT LIST •Establish Augusta Recovery Priorities with options to review unfunded projects or District specific projects •ARP criteria guide for project selection to ensure compliance. •Funding allocation by 8 districts, 2 Super Districts, and Office of the Mayor. TOTAL FUNDED = TBD 32 PUBLIC SAFETY & PREMIUM PAY ARP funding would be utilized under the allowable categories of Premium Pay and Revenue Replacement. Costs are shown for 2021 (September - December) and for all of FY2022 with the ARP as the proposed funding source. Augusta is in the beginning stages of the 2022 budget process. At the present time the recommendation is to fund the move to $15 /hour program cost from ARP proceeds, although this may change. The Department of Treasury will release final guidance within the next 30 days.If the updated guidance changes the allowable uses of funds, the recommended source of funds may change. 33 VAX UP AUGUSTA This week President Joseph Biden directed States and Counties to leverage American Rescue Plan Funding to fund vaccination incentives of $100 per person who becomes fully vaccinated (e.g. 1 shot Johnson & Johnson; 2 shots Moderna/Pfizer). Staff Recommendation Allocation of $1,000,000 for vaccine awareness, incentives, and coordination with a goal of 9,000fully vaccinated residents over six months specifically via these efforts. 34 Administrative Services Committee Meeting 8/11/2021 1:15 PM American Rescue Plan framework Department:Administrator's Office Presenter:Administrator Donald Caption:Motion to approve the Administrator’s proposed framework for administering the Augusta Rescue Plan (funded by the federal American Rescue Plan), and implementation of Public Safety Pay, Premium Pay, and Vaccination Incentives as presented. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting Commission Chamber - 712712021 ATTENDANCE: Present: Hons. Hasan, Chairman; Scott, Vice Chairman; Frantom and B. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Presentation by Rev. Christopher G. Johnson of the Greater Augusta Item Interfaith Coalition regarding Educate to Vaccinate Now! Project to combat Action: COVID-I9 and its effects. Approved Motion to approve receiving this item as ,1^---_^-:-^: ^_- ^-. Commissioner Approve information. Mr. S-":31::"5 il;;'""-""-^ passes Frantom out. rranclne scott williams Motion Passes 3-0. 2. Update from the Augusta Law and Compliance Departments regarding an ltem amendment to the local small business opportunity program ordinance to Action: allow for the creation of minorit5r, women, veteran and disability-owned Approved business enterprise goals. (Referred from the July 14 Administrative Services Committee) Motions f#:"' Motion rext Motions f#:"' Motion rext Made By Seconded By Motion Result Made Seconded MotionBy By Result It was the consensus of the committee that this item be received as information without objection. 3. Motion to approve Augusta Richmond County enact the proposed non- Item discrimination ordinance. (Requested by Commissioner Sean Frantom) Action: Approved Motions Motion Motion:""'"" Motion Text Made By Seconded ByType Result Motion to approve convening a work group with Commissioner Scott serving as Chairman consisting of city departments'staff, the A A' , vommlssloner uommlslonerApprove Chamber of Commerce - .- - ^ :^; ;:^-^;:^:; Passes and Attorney Duncun,o Francine Scott Sean Frantom meet on this ordinance and report back their recommendations in 60 days. Motion Passes 4-0. 4. Approve the donation of one 2009 Honda STI300PA police motorcycle to Item Augusta University Police Department. Action: Approved Motions Y:j*1"' Motion Text Made By seconded By Motion Type Result Motion to Approve d,;:- commissioner commisioner h Motion passes 4-0. F.urcine Scott Sean Frantom rasses 5. Award the contract for Design/Build of a new Range Support Building at the Item RCSO Training Range, in the amount of $625,700.00, to R. W. Allen Action: Construction, LLC of Augusta, GA (RFP ltem#21-166). Approved Motions $otion Motion Text Made By seconded By Motion Type Result Motion to commissioner commisionerApprove approve' Francine scott Sean Frantom Passes Motion Passes 4-0. 6. Receive as information only the emergency HVAC replacement needed to the Item Carrie J. Mays Community Center in the amount of $37,400 to Sig Cox. Action: Approved Motions Motion Motion Textr ype Motion to Approve approve. Motion Passes 4-0. Made By Seconded By 7. Receive as information only the emergency replacement needed to the Item Diamond Lakes Library roof in the amount of $84,950 by Hixon Roofing. Action: Approved Motions Motion Motion Text'r'ype Motion to Approve approve. Motion Passes Made By Seconded By 8. Motion to approve Housing and Community Development Department's Item (HCD's) request to increase the Commission approved (311612021) Lead Action: Hazard Reduction Program's - Lead Hazard Environmental Control Specialist Approved position from $40,162 to $52,000 (29%+l- increase). Commissioner Commisior 4-0. Fruncine Scott s.un p.urrtlti Passes Commissioner Commisioner Francine Scott Sean Frantom Passes Made By Commissioner Francine Scott Seconded By Commisioner Sean Frantom Seconded By Commisioner Sean Frantom Motion Result Motion Result Motion Result Passes Motion Result Passes Motions Motion-""-.. Motion Text'r'ype Motion to Approve approve. Motion Passes 4-0. 9. Motion to approve four (4) Emergency Rehabilitation projects located Item on wharton Dr., Florence st., E. Espinosa and crosscreek Rd. Action: Approved Motions Motion Type Approve Motion Text Made By Commissioner Francine Scott 10. Motion to approve. Motion Passes 4-0. Motion to approve Housing and Community (HCD's) request to transfer $46,000 from object 5239112 for temporary workforce expenditures. Motions Motion Motion Text't'ype Motion to Approve approve. Motion Passes 4-0. Department's ltem to object code Action: Approved Development code 5111110 11. Motion to approve Housing and Community Development Department's Item (HCD's) request to provide funding to assist one (l) low to moderate-income Action: homebuyer with down-payment assistance to purchase a home on McAlpine Approved Dr.. Commissioner Commisioner Francine Scott Sean Frantom Passes seconded By Motion Result Commissioner Commisioner Francine Scott Sean Frantom Passes Motions Motion Motion Text't'ype Motion to Approve approve. Motion Passes 4-0. Motions Motion Motion Text'l'ype Motion to Approve approve. Motion Passes 4-0. Made By Seconded By Made By Made By Seconded By Motion Result Motion Result 12. Motion to approve the Encroachment agreement between Augusta-Richmond Item County Georgia and Jefferson Energy Cooperative. Action: Approved Commissioner Commisioner Francine Scott Sean Frantom Passes 13. Motion to approve Housing and Community Development Department's Item (HCD's) request to amend agreement with Promise Land Community Action: Development Corporation to provide additional HOPWA funding to continue Approved services to eligible HOPWA citizens. Motions Motion r,r^+:^- ra^,,r .,, ^r^ .-- d r r h Motion;"""- Motion Text Made By Seconded ByI YPe ' '--- -r Result Motion to Approve approve. Commissioner Commisioner Motion passes 4-0. Fruncine Scott Sean Frantom Passes 14. Motion to approve one (l) new full-time position, Manager of Economic Item Development & Innovation, in the Administrator's office. Action: Approved Motions Motion f,,r^4:^_ ,Tr-__1 rf, _ ,r h ^ Motion;"-'"" Motion Text Made By Seconded BylYPe - ---- -" Result Motion to commissioner commisionerApprove approve. ;'": -,,- _":*-;. :v,.:rerv:rvr passes Motion passes 4-0. Frurcine Scott Sean Frantom 15. Approve New Positions for Metering. Item Action: Approved Motions Motion f,tr^r:^__ T_ 1 f,f, r h Motion;"""" Motion Text Made By Seconded ByI'YPe - ----- -'t Result Motion to commissioner commisionerApprove approve. ;.."- ,_-:"-"- -: :""":'"'".""' Passes Motion passes 4-0. Ftuncine Scott Sean Frantom 16. Sexual Harassment Policy. Item Action: Rescheduled Motions Motion Mofion Text Made Seconded Motion r YPe By By Result It was the consensus of the committee that this item be referred to the next committee meeting without obj ection. 17. Social Media Policy. Motions Motion--"""- Motion Text'l'ype It was the consensus of the committee that this item be referred to the next committee meeting without objection. 18. Substance Abuse Policy. Motions Motion Motion Textr ype It was the consensus of the committee that this item be referred back to the Human Resources Director for further review and recommendation back to a future committee meeting. 19. Proposed Anti-Bullying Policy. Made Seconded Motion By By Result Made Seconded Motion By By Result Seconded By Motion Result Item Action: Rescheduled Item Action: None Item Action: Rescheduled Item Action: Rescheduled Motions Motion Type It was the consensus of the committee that this item be referred to the next committee meeting without objection. Employee Incentive Program. Motion Text Made By 20. Motions f#:'" Motion rext Made By Seconded By Motion Result It was the consensus of the committee that this item be referred back to the Human Resources Department for a recommendation. 21. Executive Recruitment Summary Draft. Item Action: Rescheduled Motions Motion rf, r. m Made Seconded Motioniil" Motion Text By By Result It was the consensus of the committee that this item be referred to the next committee meeting without objection. 22. Discuss addendum agenda items. (Requested by Commissioner Ben ItemHasan) Action: Approved Motions Motion Made Seconded Motioniil" Motion Text By By Result It was the consensus of the committee that a discussion of the requirements for making a motion be added to this item. Motions Motion Made Seconded Motioniil Motion Text By By Resurt It was the consensus of the committee that this item be received as information with no objection. 23. Motion to approve the minutes of the Administrative Services Committee Item held on July 14, 2021. Action: Approved Motions Motion Text Made By Seconded By Motion Type Motion to Approve approve. Motion Passes 4-0. Motion Result Commisioner Sean Frantom PassesCommissioner Francine Scott www.ausustasa.sov Administrative Services Committee Meeting 8/11/2021 1:15 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on July 27, 2021. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: HUMAN RESOURCES DEPARTMENT Anita Rookard Human Resources Director Augusta-Richmond County Municipal Building Human Resources Department 535 Telfair Street, Suite 400 Augusta, Georgia 30901 Office (706) 821-2303 Fax (706) 821-2867 www.augustaga.gov 2022 PROPOSED HOLIDAY SCHEDULE TO: Department Directors and Employees FROM: Pamela Griffin, Employee Relations Manager DATE: August 2, 2021 RE: 2022 Holiday Schedule - Proposed Holidays that will be observed for employees of Augusta, Georgia in 2022: New Year’s Day Friday, December 31 *Saturday, January 1 Martin Luther King, Jr. Day Monday, January 17 Good Friday Friday, April 15 Memorial Day Monday, May 30 Juneteenth Monday, June 20 *Sunday, June 19 Independence Day Monday, July 4 Labor Day Monday, September 5 Veterans Day Friday, November 11 Thanksgiving Day Thursday, November 24 Day after Thanksgiving Friday, November 25 Christmas Eve Friday, December 23 Christmas Day Monday, December 26 Administrative Services Committee Meeting 8/11/2021 1:15 PM Notification of 2022 Proposed City Holidays Department:Administrator's Office Presenter:Administrator Donald Caption:Receive as information notification of 2022 Proposed City Holidays. Background:Attached is the proposed 2022 City Holidays, which now includes Juneteenth, recognized on June 20, 2022. An excerpt related to holidays from the PPPM is included below. Whenever a holiday falls on a Saturday, the preceding Friday shall be designated as a substitute holiday and observed as the official holiday for that year. Whenever the holiday falls on a Sunday, the following Monday shall be designated as the official holiday for that year. An employee, who is not on approved leave, is suspended for disciplinary reasons, or who fails to report on his or her scheduled workday (except for emergency situations), before or after a holiday, will not be paid for the holiday. Holidays that occur during vacation or sick leave shall not be charged against vacation or sick leave. Contract, temporary and part-time employees will not be paid for holidays not worked. Full-time employees, other than Public Safety, scheduled to work on an official Augusta, Georgia holiday shall be paid at a rate one and one-half times the regular rate for each hour worked during the actual holiday, in addition to the employee’s holiday pay. Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: OFFICE OF THE ADMINISTRATOR Odie Donald, II Administrator Augusta-Richmond County Municipal Building Administrator’s office 535 Telfair Street, Suite 910 Augusta, Georgia 30901 Office (706) 821-2898 Fax (706) 821-2819 www.augustaga.gov Date: August 4, 2021 To: Mayor Hardie Davis Mayor Pro Tem Bobby Williams Commissioner Jordan Johnson Commissioner Dennis Williams Commissioner Catherine Smith McKnight Commissioner Sammie Sais Commissioner Ben Hasan Commissioner Sean Frantom Commissioner Brandon Garrett Commissioner Francine Scott Commissioner John Clarke From: Odie Donald II, Administrator Subject: Open Records Custodian + Procedures Overview The Augusta Commission recently authorized a streamlined Open Records Request (ORR) Policy. To ensure a timely and seamless transition, full implementation is scheduled for Monday November 1, 2021. This memorandum is intended to highlight key activities necessary to ensure full implementation and policy compliance. Key Activities/Milestones Prior to its effective starting date, the following activities and milestones will be undertaken and reached. • Appointment of Open Records Officer (i.e. Transparency Officer) • Timely notification of policy and procedural changes on the City’s website • Update of all required forms related to making public records requests • Training of all personnel central to this process • Identification of departmental points of contact Duties and Responsibilities of Open Records Officer Per the Augusta Commission’s recent authorization, activities related to implementation are currently underway. The open records custodian will be housed in the Office of the City Administrator (OCA), tasked with coordinating the process from start to finish in partnership Augusta-Richmond County Municipal Building Administrator’s office 535 Telfair Street, Suite 910 Augusta, Georgia 30901 Office (706) 821-2898 Fax (706) 821-2819 www.augustaga.gov with departments and general counsel as applicable. The duties of the position (see attachment) include the following: • Manages Augusta, GA’s compliance with the Georgia Open Records Act, including but not limited to periodic reviews and updates to policies and practices in compliance with state and local statutes. • Serves as custodian of open records requests. • Communicates effectively with departmental points of contact, attorneys, and the public in response to requests for information. • Manages Augusta, GA’s response to all open records requests. • Maintains calendar and scheduling of open records requests. • Ensures efficiency, effectiveness, and accuracy of all Open Records related functions through the use of computer systems and management controls. • Performs functions related to organizational transparency, public record response, and other duties as assigned Administrative Services Committee Meeting 8/11/2021 1:15 PM Open Records Department:Administrator's Office Presenter:Administrator Donald Caption:Motion approve a new position of Open Records Officer (working title Transparency Officer) at a pay grade 25 funded by vacancy savings in the Office of the City Administrator. Background:Attached is an overview of key milestones and associated timelines related to the implementation of the newly authorized open records process as well as the draft job description. Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 8/11/2021 1:15 PM Position Reclassification Department:Parks and Recreation Department Presenter:Maurice McDowell Caption:Motion to reclassify one position of Administrative Assistant 1 to Public Information Assistant. Background:The key responsibilities of this position have changed significantly from administrative duties to public information, marketing and community outreach. Analysis:This position is critical in informing the public of all ongoing and upcoming special events, programs and activities. Financial Impact:The reclassification of the position from pay grade 8 to pay grade 12 requires additional funds of $5,030 per year. Those funds are available in the Department's general fund. Alternatives:1. To approve 2. Move to no action. Recommendation:1. To approve Funds are Available in the Following Accounts: Funds are available in 101-06-1110. REVIEWED AND APPROVED BY: